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Outlook Web App (OWA) 2010 Essential Training

Viewing tasks and flagged items


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Outlook Web App (OWA) 2010 Essential Training

with Gini Courter

Video: Viewing tasks and flagged items

OWA has two main views for the items that are in your Task List. The first view is called Tasks. This view shows you each item that was created as a task. For example, we created this item in the last movie; Expense Report. Here it is on the Task List. The icon for a task is a clipboard with a check mark on it and it looks just like this. The default view is called Flagged Items and Tasks, and this is new in this version of OWA. When I flag items in the other OWA applications, for example in my mailbox, they show up here on the list.
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  1. 3m 24s
    1. Welcome
      1m 2s
    2. What OWA is and isn't
      2m 22s
  2. 15m 23s
    1. Logging in to OWA
      3m 21s
    2. Exploring the OWA interface
      5m 16s
    3. Exploring the light client interface
      4m 15s
    4. Comparing OWA light to the standard OWA interface
      2m 31s
  3. 15m 11s
    1. Composing a message
      5m 1s
    2. Checking spelling and setting message options
      5m 11s
    3. Attaching a file
      3m 8s
    4. Sending a message
      1m 51s
  4. 30m 45s
    1. Viewing messages
      6m 54s
    2. Printing messages
      4m 0s
    3. Downloading attachments
      5m 1s
    4. Replying and forwarding
      7m 43s
    5. Deleting and managing deleted items
      4m 0s
    6. Ignoring a conversation
      3m 7s
  5. 11m 54s
    1. Understanding tags
      3m 1s
    2. Creating and applying categories
      3m 52s
    3. Flagging items
      5m 1s
  6. 24m 59s
    1. Checking your mailbox size
      4m 5s
    2. Creating an inbox folder
      2m 29s
    3. Selecting and moving messages
      3m 31s
    4. Adding folders to favorites
      4m 28s
    5. Applying a filter
      5m 24s
    6. Searching for messages
      5m 2s
  7. 20m 17s
    1. Creating an email signature
      3m 59s
    2. Setting automatic replies
      8m 23s
    3. Changing your password
      2m 4s
    4. Creating inbox rules
      4m 50s
    5. Understanding notes
      1m 1s
  8. 21m 11s
    1. Viewing and printing calendars
      7m 4s
    2. Creating an appointment
      6m 4s
    3. Modifying and cancelling an appointment
      1m 57s
    4. Working with repeating appointments
      6m 6s
  9. 23m 24s
    1. Creating a meeting
      3m 22s
    2. Responding to a meeting invitation
      6m 0s
    3. Viewing responses
      2m 23s
    4. Updating a meeting
      8m 0s
    5. Creating repeating meetings
      3m 39s
  10. 8m 29s
    1. Sharing a calendar
      3m 19s
    2. Opening calendars belonging to others
      2m 25s
    3. Changing calendar sharing permissions
      2m 45s
  11. 17m 3s
    1. Creating a contact
      4m 16s
    2. Creating a group
      3m 24s
    3. Searching for a person
      3m 17s
    4. Importing or forwarding a contact or group
      4m 28s
    5. Creating a contact from an email
      1m 38s
  12. 14m 2s
    1. Creating a task
      4m 15s
    2. Viewing tasks and flagged items
      4m 2s
    3. Updating a task
      2m 41s
    4. Using repeating tasks
      3m 4s
  13. 1m 36s
    1. Next steps
      1m 36s

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Outlook Web App (OWA) 2010 Essential Training
3h 27m Beginner Apr 09, 2013

Viewers: in countries Watching now:

Learn how to access your Microsoft Exchange account online using Outlook Web App (OWA). In this course, author Gini Courter takes you on a tour of OWA, and shows how to send, receive, and manage your email on the web. Learn the ins and outs of tagging and organizing your email and discover how to create appointments, request meetings, and view multiple calendars. Plus, find out how to add, group, and search for contacts and use the task feature to manage your to-do list effectively.

Topics include:
  • Logging in to OWA
  • Composing a message
  • Attaching files
  • Replying and forwarding
  • Flagging items
  • Creating an email signature
  • Creating appointments and repeating appointments
  • Sharing a calendar
  • Creating tasks
Subjects:
Business Productivity Email
Software:
Office Outlook
Author:
Gini Courter

Viewing tasks and flagged items

OWA has two main views for the items that are in your Task List. The first view is called Tasks. This view shows you each item that was created as a task. For example, we created this item in the last movie; Expense Report. Here it is on the Task List. The icon for a task is a clipboard with a check mark on it and it looks just like this. The default view is called Flagged Items and Tasks, and this is new in this version of OWA. When I flag items in the other OWA applications, for example in my mailbox, they show up here on the list.

So when I'm flagging items, I am actually making them like quasi tasks. So here is my IT Budget and we flag this and meeting planning and we placed a flag on this. And those two items IT Budget and Meeting planning are both here on my Task List; IT Budget and Meeting planning. So this view is another one of those consolidated views or search views that is showing me information from different places. In this case, everything in the Tasks list and everything that is flagged anyplace else.

So if I want to say that I'd like to just see my items that are active, I can click the button and see the Active Flagged Items and Tasks. If I switch to Tasks, I can choose just Active Tasks. So the show buttons, which are really filters; All, Active, Overdue and Completed, work with whichever view you've chosen. Now here in the information viewer for tasks, red has a particular meaning. This was due yesterday and oh my! It's overdue now, so it's red.

This is due tomorrow, and this is due next week, check out the smart grouping Yesterday, Tomorrow, Next Week. So let's say that I actually go and complete this task. I can just check it off right here. Now it's no longer on the Active list, but when I click All, I can still see it and it is my only Complete task. Notice that it is Completed on Thursday, February 28th. I can't change easily when that's completed. Here it is and it's done, and the reason is that it's an email; there is no way for me to go back and say well, I actually worked on this yesterday.

So when you use the Task List and the Flagged Item and Tasks Lists here, you'll actually want to make sure that part of your work each day is checking off the things that you've done. Tomorrow I have an Expense Report; next week I have an IT Budget and these items remain on my list. Now if I delete an item from this list, Meeting planning for example, I'll get this Warning box. This is a dialog that I have never turned off in any version of OWA or of Outlook, because this is an important warning.

It's easy for me to forget that this item isn't really a task; it's an email message, that's what that icon shows me. And it says, if you delete this item, you're not getting rid of a task, you're deleting something out of your email folder; do you really want to do that? Whether I do or do not want to do this, I don't want to turn this message box off. If I'm willing to get rid of the email, too, I say Yes. If I'm not, I say No, and just simply leave this as Completed.

But what I never want to do is accidentally delete an email, because I flagged it in email and I delete it here. So what you'll want to do is make sure that as you're working in this view, you're clear about whether you're in the Tasks View or the Flagged Items and Tasks and you can tell what types of items you have based on the icon, the envelope, the clipboard or again the envelope here that tells me that those items really aren't living here in tasks, we're just seeing them here because of the view that we've selected.

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